Executive Assistant / Client Relationship Manager |

CLIENT OVERVIEW

A fast-growing wholesale seafood distribution company serving over 300 B2B clients including restaurants, hotels, and hospitality venues across Australia. The business has experienced rapid expansion from retail to wholesale operations over the past 18 months, growing to 55 staff members with plans to double revenue within six months.

JOB OVERVIEW

This is a project-based Executive Assistant role supporting the business owner with customer relationship management, CRM optimization, data consolidation, and operational efficiency improvements. The role requires someone tech-savvy and adaptable who can independently manage multiple projects ranging from client follow-ups and pricing reviews to workflow automation and system implementation. Initial focus will be on organizing customer data, improving CRM workflows, maintaining client relationships, and implementing automated systems to support rapid business growth.

Schedule: Mon-Fri 10:30 AM - 3:00 PM AEST (4 hours/day, 20 hours/week with potential to transition to full-time)

Client Timezone: Australian Eastern Standard Time (AEST)

RESPONSIBILITIES

• Manage and optimize Monday CRM including contact uploads, workflow creation, template setup, and board organization to streamline customer onboarding and follow-up processes.

• Conduct regular customer relationship maintenance including follow-ups with inactive accounts, pricing reviews for top clients, sample coordination, and welcome pack organization.

• Consolidate and analyze customer purchasing data to identify pricing optimization opportunities, track order patterns, and proactively secure business before competition.

• Handle accounts receivable support including payment follow-ups, debtor collections, courtesy calls for outstanding invoices, and reconciliation assistance.

• Execute project-based assignments such as LinkedIn lead outreach, contact list updates, quote preparation, pricing spreadsheet management, and marketing content organization.

• Organize digital assets including Google Drive structure, photo boards, customer databases, and documentation systems.

• Review supplier invoices to identify pricing changes and update cost structures and margins accordingly.

• Create and implement automated workflows for sales team coordination, customer onboarding, calendar management, and feedback collection.

• Assist with ad hoc operational tasks including stock ordering coordination, urgent customer requests, and cross-departmental communication.

MUST-HAVE REQUIREMENTS

• Proven experience as an Executive Assistant, Operations Assistant, or similar role with exposure to multiple business functions.

• Strong technical proficiency with CRM systems, project management tools, workflow automation platforms, and cloud-based collaboration software.

• Excellent organizational skills with demonstrated ability to independently manage multiple projects simultaneously and shift between different types of tasks.

• Strong analytical abilities for data consolidation, pricing analysis, customer segmentation, and identifying business improvement opportunities.

• Excellent communication skills for maintaining professional client relationships via email, phone, and messaging platforms.

NICE-TO-HAVE REQUIREMENTS

• Experience with Xero or other accounting software for bookkeeping, reconciliation, or accounts receivable tasks.

• Background in B2B customer relationship management, account management, or sales support within wholesale, distribution, or hospitality industries.

• Familiarity with marketing tasks such as content organization, LinkedIn outreach, or customer engagement campaigns.

• Experience creating SOPs, workflow documentation, or process improvement initiatives.

• Knowledge of AI tools and creative problem-solving approaches to improve efficiency and automate repetitive tasks.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.